Patient Coordinator

Great Western Hospitals NHS Foundation Trust is a unique organisation, serving as the sole integrated provider in the Bath and North East Somerset, Swindon, and Wiltshire system. Our scope extends beyond boundaries as we oversee adult community services in Swindon and provide acute care from the Great Western Hospital.

Our 5,500 staff have 1.2m patient contacts a year, with 13,000 operations carried out in our Theatres, around 4,000 babies born, and our emergency attendances are now well over 100,000 per year. Those numbers only tell part of our story about what an exciting time it is to join Great Western Hospitals.

We are cultivating a culture that fosters our ambitions, prioritising equality, diversion, inclusion, wellbeing, and leadership. We aim to create an environment where every member of our team can truly thrive.

We are also proudly accredited as a Veteran Aware organisation and have signed The Armed Forces Covenant.

If we receive a high volume of applications, we may close adverts prior to the published closing date. Therefore, we advise you to complete and submit your application as soon as possible.

Job overview

***Previous applicants need not apply***

Patient Coordinator Band 3

36 hours per week - 12 hour shifts, days and nights

An exciting opportunity has become available for an efficient and motivated person to join our team on the Delivery Suite and the antenatal / post natal ward. The successful applicants must demonstrate good interpersonal and IT skills.

Knowledge of the NHS computer systems would be advantageous; however, training will be available for the successful candidates. Your role will include the provision of administrative support to the midwives within a very busy unit.

We are seeking a team player who is able to work under pressure and prioritize their own workload, whilst responding to the needs of the department. The successful candidate will be expected to work as part of a rota including weekends and public holidays.

Shift times include the following 07.15-20.00 and 19.15-08.00 . The successful applicant must be able to work flexibly to cover any of these shift times.

Please contact [email protected] if you require any further information.

Main duties of the job

The Patient Coordinator will provide a comprehensive administrative service to Delivery Suite staff, as well as Hazel Ward and the White Horse Birth Centre when required. They will participate in creating a welcoming and friendly environment for women and their partners in Delivery Suite and Hazel Ward and provide excellent customer service, often in sensitive situations.

• Support ward staff by undertaking administration duties on Delivery Suite/Hazel Ward.
• Answer the security telephone and welcome clients to the department, check personal details are correct, escort to a room, as advised by the midwife.
• Act as a contact point for the ward for patient’s relatives and other visitors. Respond to all queries ensuring confidentiality is maintained.
• Ensure telephone calls are responded to in a pleasant manner.
• Refer all telephone calls in relation to clinical matters to the midwife and document on Medway.
• Assist in coordinating the booking of bank midwives where appropriate.
• Liaise with other department/wards as appropriate.

Working for our organisation

Whether at home, in the community, or within the hospital, our goal is to empower individuals to lead independent and healthier lives.

Service We will put our patients first

Teamwork We will work together

Ambition We will aspire to provide the best service

Respect We will act with integrity

• Review incoming correspondence and take action as agreed with the co-ordinating midwife.
• Ensure patients records, (both computerised and paper copies), are available and maintained throughout the patients care experience including filing when required.
• Responsible for recording Admission, Discharge and Transfer of each patient in a timely manner.
• Ensure patient’s discharge summaries are prepared for the midwife to complete as part of the patient’s discharge process.
• Despatch relevant discharge summaries to GP surgeries, Child Health and Clinical Coding in a timely manner.
• Complete and keep up to date daily ward listings, computer system and communication boar.
• Order non-stock items and stationery as required.
• Sort incoming mail, re-direct as necessary.
• Type correspondence as required by senior midwives.
• Liaise with supplies department to ensure the effective use of materials management and any non-stock items as requested by the senior midwife.
• Report and complete works request book for all maintenance and repairs, and expedite where necessary.
• Maintain the tidiness of the main reception desk station and notice boards.

Full duties can be found on the attached JD.

Person specification

Qualifications

• NVQ level 3 in Customer Services / Business Administration / Team Leading ECDL or equivalent training and experience

• ECDL

Experience

• Recent experience in a customer focused environment
• In-depth administration
• Working knowledge of data protection and confidentiality
• Working to tight and conflicting deadlines

• Experience within a Maternity Health Care environment

Skills

• Good IT and keyboard skills  Good telephone manner  Ability to multi-task and deal with non-routine situations  Experience of dealing with people in sensitive situations  Calm under pressure  Flexible approach to providing support to own team and others  Ability to demonstrate effective communication skills (verbal/written/telephone/IT)  Ability to organise /prioritise own workload  Ability to work to a deadline  Good interpersonal skills  Ability to work within a busy clinical work area managing stresses effectively

Thank you for expressing interest in this role. For further employer guidance, please review the attached supplementary applicant information.

Applications for this role should be written by the applicant. If artificial intelligence (AI) programmes are used, then the application may be rejected due to this document being an important part of the assessment process. This does not prevent applicants seeking appropriate support with applications should they need to for the purposes of any declared disability.

Certificate of Sponsorship

Not all roles in the Trust are eligible for sponsorship.

Eligibility for this role requires:

• Current right to work in the UK, subject to verification.
• Qualification of the eligibility sponsorship criteria

From 4 April 2024, UK immigration policy changes has increased minimum salary levels for skilled workers. For further information visit the UK Visas and Immigration website (Opens in a new tab).

Current employees should be aware that this position is advertised as a Great Western Hospitals position and appointment ends any TUPE protection.

Payment for DBS checks for bank posts must be settled prior to commencement. Apprentices are exempt from DBS payment.

We are committed to supporting our staff in achieving a healthy work-life balance through flexible work arrangements. Upon joining the Trust, you have the right to request flexible working, with an unlimited number of requests allowed.

Upon acceptance of a job offer, your information will be transferred to the national NHS Electronic Staff Records System. All communication regarding your application will be conducted via email; please ensure to check your junk/spam folders as emails may occasionally be filtered there.